What are Event Passes?
Student Informed: To be used for a specific event, such as a holiday break. Event passes differ from a standard Pass in that you can set when you would like the submission time to open and close, set reminders to be sent leading up to the submission close time, and easily track submissions to ensure you have received responses from each student. Students or connected parents will be providing the details of the pass (such as departure and return time, transportation types, and destination).
School Informed: To be used when the school is planning a trip and will provide the logistical details. Students will then be able to opt in/out of this event and a quota can be added, if applicable.
Creating an Event Pass
From the Admin console, navigate to the Coordinate product and select 'Events'.
At the top right of the Events menu, select '+ Add New Event'.
Now choose what type of event this will be. For events which require students to enter in their own details (such as Fall Break), choose 'Student Informed'. For a school activity in which there are set details (such as a field trip), choose 'School Informed'.
For either option you choose, add a Name and a Description. You can also edit the color of the icon to help you organize your pass types.
Then, choose your event repetition, open time (when students can begin submitting responses), close time (the due date for responses), and the time of the event. The event time acts as a guide for staff and students of when the event occurs. Departure and return dates will typically be between these dates, or exact date/time is used for a school informed event.
Next, provide verbiage for opting in and out of the leave.
These options will be presented within the student app as seen below.
You can also select a student quota, if applicable (this is generally used for school informed events where there is a capacity limit).
If you would like to have the system automatically send reminders to students and/or parents who have not responded to this event, you can choose who gets the reminders, and when those reminders will be sent out (note: you can setup as many reminders as you wish).
For School Informed Event types, you will also see the option to create a Health and Safety List and a General List pertaining to the event. These lists are viewable by Staff Only.
Section 2: Locations
Select which location options will be available for selection when students are filling out the form for this pass. Toggle on 'Other' next to a zone to allow students to type in a destination that is not listed.
Section 3: Assignments
If you toggle off All Students, you will be given options to assign the leave to certain Houses and/or Groups
Section 3: Form Builder
Build the pass form to suit your needs. As you toggle each option on, you will see it appear on preview on the right. Left of the toggle for departure and return transport, there is an edit button to help you pre-select options.
For School Informed Events, the form builder must be pre-set.
Section 4: Workflow
Gain total control over the request and approval process from allowing parents and students to apply, to having certain staff approve, to allowing approved leave to be signed out of the Kiosk. Please click here for a detailed look into how to get the most out of the Workflow.
Section 6: Rules
This section allows you to set automations to streamline the pass. You can also set the pass to automatically sign the student out at the time of departure, as well as enable reminders to be sent before, during, and once the pass is over.
When toggling on each notification option, you can choose what type of notification can be sent (push, email available for student, email available for parent), and when to send the notification. You can add more than one reminder for each option as well.
Lastly, you can set rules around when the departure and return time can be set. There are four options to define the rule: After, Before, At, Between. You can add up to 3 departure rules, and 5 return rules.
The highlighted rule summary will change in real time as you adjust the rules. You can set the leave to repeat on all days, or set days of the week.
Please note that for a School Informed pass, you will not be able to add departure or return time rules, as the times are set by staff in the Event Details area of the pass setup. The School informed event rules page will look like this:
Scroll to the top of the page and click 'Save' at the top right to complete the setup.
Important Note: Once you have created your Event Pass, it will appear in the planning section's event area ONLY when the submission time has opened.